Receiving Monographs in Non-Shelf-Ready Shipments

DRAFT–PARTIAL

• Search for each item by title in Aleph.
• Make sure each item matches retrieved bibliographic record and invoice and is not a duplicate to any additional records.
• If item does not match record, determine whether this is due to the wrong record being downloaded at the point of ordering, or due to the wrong item being sent. You may want to consult with Rebecca Addison to help discover the selector's intentions
• Check item off on invoice or packing slip, noting the order number of each item on that paperwork.
• Check for any routing notes in order record, and insert routing slip as appropriate. (See Routing Notes for New Books for details.)
• Arrive item in Aleph and change item processing status to “PC.”
• If the item's bibliographic record meets copy cataloging standards, add a Holdings record
• If the bibliographic record does not meet cataloging standards, search OCLC for a better record, whether an update of the current bibliographic record or a replacement with a better record
• Direct item to the appropriate location for further cataloging or for end processing.
• If a note in the order record for an item indicates Rush status, write “RUSH,” and copy information from the note in the record onto the routing slip. Copy cataloged Rush books go to Linda Fish. Rush music scores and music CDs or DVDs go to Peter Shea. Rush videocassettes and DVD's go to Barbara, unless their Library Note indicates “Streaming Rush,” in which case they go to Gabe Stetson. Rush books that lack good cataloging copy may be directed to Peter Shea or Sarah Thomson. Rush books that have most necessary bibliogaphic fields but lack a completed 300 (physical description) field can be given to Eva Carrier. She may also be able to help with other English-language books that do not have acceptable copy available in OCLC.
• Once all items on a packing list or invoice have been arrived and the appropirate notations written on it, give it to Rebecca

Endowments

• Check for notes about endowments (e.g. “JFK Memorial” ; “Litauer Fund”) in records.
• Some endowments require a plate to be added to the book, and this will be noted in a library note in the order record. Write this on a routing slip as appropriate
• Note endowment on the invoice or packing slip
• All items on the same invoice should have the same endowment note in their order records. If there are multiple endowments, or some items with and some items without endowments, it needs to be brought to Rebecca's attention.

(See Endowment Fund Orders for more information on endowments, including procedures for ordering materials using endowment funds.)

Monographic Continuations

Volume information on the book, and/or in the record may indicate that the title is not complete in the single item in hand.

— Primary Contact: Susan Pease 2009/05/20 14:25